TCPR Sub-committee Communication Plan

Sept 2021

Introduction

Purpose

This plan identifies stakeholder groups, key messages, goals/objectives, and communications tools that will be used to ensure that information related to the CLSP implementation of Alma and Primo VE systems is shared in a timely, accurate, and effective manner with external stakeholders. It also establishes a formal comprehensive plan for communications to stakeholders.

The purpose of this plan is to define how and what the TCPR Sub-committee will communicate to core and external audiences surrounding implementation of the new, next-generation ILS.

[below from Terms of Reference - incorporate?]

Supports the Project Management Office in providing communication about planning and implementation of the library services platform ensuring information is appropriately distributed to all staff who need to be informed within each library. For example:

• Support the writing of communication needs of the project whenever possible

  • Recommend and review communications for the PMO to ensure we are using the voice of participating libraries.

Scope

This plan addresses the communication role & responsibilities of the TCPR Sub-committee, according to the CLSP Communications Framework - is only to external stakeholders

CLSP Communication Framework

While collaboration and partnership between the PMO and TCPR Sub-committee is crucial to successful communications for the project, there are two distinct flows of communication with separate, but overlapping, stakeholder groups that are supported by the PMO Communication Plan and the TCPR Sub-committee Communication Plan.

Stakeholder Groups

There are two main stakeholder groups for the CLSP Project in terms of communications.

The TCPR Sub-committee will focus on communications to the external stakeholders, but it will support the PMO in developing communications for core stakeholders as requested.

Core Stakeholders

Core stakeholders, those most directly impacted by the transition, will receive specific, targeted, time-sensitive information. Any communication that requires a response from these stakeholders will be highlighted. This group includes:

• College libraries leadership (CLO18)

• College libraries staff involved in implementation and change

• College IT departments supporting implementation and change

External Stakeholders

External stakeholders are less involved in the transition, but still need to be informed, especially as the go live date comes closer. They will receive communication of a general, informative nature. This group includes:

• PMO: Funding (Ministry of Colleges & Universities and eCampus Ontario)

• PMO: CCVPS

• PMO: OCCIO

• PMO: College library leadership (CLO)

• PMO: College leadership (strategic, project communications)

• College leadership (PR, training, branding)

• End users:

  • Faculty

  • Students

  • Library staff - not involved in implementation

Objectives

Communication surrounding all aspects of CLSP implementation should be designed to meet following objectives:

General

• Ensure stakeholders at all levels receive accurate, timely, and useful information about the process and outcomes

• Ensure that the information library and IT staff receive correctly shapes their understanding of and preparation for implementation at their institution and ensure appropriate lead time for local preparation

• Ensure stakeholders’ expectations are realistic by shaping Day 1 and long-term vision (focusing on a shared platform developed with best practices, quality, and efficiency in mind)

• Articulate milestones and accomplishments; share big-picture road map

• Communicate success stories, recognizing the contributions of people and teams

• Provide opportunities for discussions across all levels

• Ensure that communication is effective by soliciting feedback from stakeholders

For External Stakeholders

• Build acceptance of the new platform by reinforcing benefits, flexibility, and thoughtful planning – and by underlining that the driving force in making decisions is based on the needs of students and staff, and enhancing capacity for collaboration across college libraries.

Key Messages

Key messages are the foundation of what you want to communicate to the target audience. They should be reflected in all communication activity in some form. These key messages are high-level statements about what you want your stakeholders to know and are meant to show them what the project can offer them.

Let community know about new system and raise awareness

Let community know/participate in new naming/brand identity

Communicate about training and raise awareness

Support PMO in development of communications

For Core Stakeholders

• We consistently provide timely information to support our stakeholders and ensure the project’s success with:

  • Targeted communication regarding task management, project status, meetings, training, documentation, and go-to resources

  • Supporting migration preparation, planning internal workflow, testing the new environment, and preparing relevant instruction

• We foster a culture of community to create a collaborative environment and build positive momentum for the integration.

• We focus on effective and efficient solutions and ensure our stakeholders’ needs are met, which includes responding to concerns or problem areas with appropriate communication in a timely manner.

For External Stakeholders - for TCPR Committee to determine

[to be determined - consider point about identity/branding (e.g. Omni)]

Communication Tools/Channels

Communication tools/channels for each stakeholder group have been identified below. A variety of tools will be used to ensure communication is distributed effectively. New or improved methods of communication will be incorporated when identified.

External – for TCPR Committee to determine

• [Example] Library and higher education conferences and publications

• [Example] Talking points [think of better name] for internal staff to allow them to speak with consistency regarding naming conventions, expectations about system functionality, and the process for managing user feedback.

• [Example] Develop template, schedule, and method for distributing regular updates to library staff and administrators. The current recommendation is to develop a monthly update in the form of a “newsletter” to be emailed to the MCLS and the LIBS_ALL discussion list, providing a summary of current progress and updates from the Working Groups, along with updates on implementation milestones/timeline, training opportunities, feedback/testing opportunities, and a clear path for users to submit feedback and ask questions. This information will also be made available on the Next-Gen ILS section of the FALSC website.

• [Example] Identify opportunities to leverage existing social media messaging platforms and campaigns

Process

All communications to be reviewed by ISC?

Communication Activities and Timelines

PMO Communication activities and associated timelines will be outlined in the project plan [put in link] with a distinctive identifier. They will be managed and updated as required.

Overview by Phase

Dates and activities are subject to change based on needs of the project.

A high-level overview of the communication activities and the timelines are provided in the following table.

• Develop & approval brand identity proposal

• Create brand identity package

• Raise awareness about training

• Raise awareness about new system

• Communicate about shared branding options for Alma system, potentially across all 18 colleges

• Support PMO in developing their communications

Additional activities and delivery methods may be established as required by the project and by the TCPR Sub-committee.